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Time sheets in Access

Discussion in 'Business Applications' started by sjtrupp, Aug 1, 2016.

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  1. sjtrupp

    sjtrupp Thread Starter

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    Steven
    My boss wants me to create a time sheet collector in Access. The templates that Microsoft offer are concerned about charging to a specific department rather than collecting time-in/time out and such. (I would want to ask for the time and collect the actual time it was reported, as I know I'll get asked about it at some point.)

    Has anyone already created something like this?

    I ran the numbers, and with 250 employees clocking in and out twice a day (before and then after lunch) for a year would be 130,000 records. I don't know at what point it would be better to go to a bigger platform.

    I figure it will need a log in, probably something like Scott Gem’s https://scottgem.wordpress.com/2010/01/12/creating-login-security-using-access-vba/
    This would help keep people somewhat honest. Right now we fill out a an excel spreadsheet and then print it out, sign it, then hand it to our supervisors.

    The user table would need to include a specific department that the user is assigned to.

    A Supervisor table that would assign a manager to approve the timesheets for each department. (Only their department)

    A time table, recording the in and out times.

    It would also need to track time-off for paid vacations and such. (Following rules such as vacation time must be used in 4 hour increments, sick leave must be used in 30 minute increments, etc.)

    Due to job locations in remote areas, it would also need an admin assist position that could enter multiple people’s information. (Similar to department, they would only be able to enter certain people).


    I’m just thinking about this project now. It will be a while before I can commit time to it. But after a log in screen, it would need a form to enter the times, which would need to know if there was already a record with a time-in, but not a time-out for that specific person.
     
  2. OBP

    OBP It's My Birthday!

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    I have created databases that contain elements of what you want to do, most of which may still be on the Forum Archives, or I may still have a copy somewhere.
    What version of Access are you working with?
    Access 2000-2003 was the very best version as it had built in Security for user and departmental control.
    I also have an Access 2007 login & password control set of forms & tables.
     
  3. sjtrupp

    sjtrupp Thread Starter

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    We're moving over to Access 2013, getting away from User Level Security.
     
  4. OBP

    OBP It's My Birthday!

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    In that case you will have to generate all the control you will need by forms and VBA code, or the new macros which I am not familiar with.
     
  5. Keebellah

    Keebellah Trusted Advisor

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    I'm not that good with Access but you can always export Excel data to Access or either import Excel data into Access
     
  6. sjtrupp

    sjtrupp Thread Starter

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    The importing excel won't work, as the current standard has everyone filling out their time sheets in excel and then printing them out to sign and get their manager's approval with a signature.

    I'm starting the project now. I hope to have it up and running for testing within by department by Oct 1, with full implementation by 1 Jan. Lots of moving parts.
     
  7. draceplace

    draceplace

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    Keeping time in a large organization needs to be a 3 part process. Your database will struggle if you try and make it part of 1& 2. Especially if analog signatures are required.
    'time keepers' need to be responsible for tracking 1 & 2 and recording those transactions. I would try to keep the general work force out of the database.

    As for the clocking in and out I would use a simple barcode reader and import those transactions to the database. You can have multiple barcode readers and I would pass the verification of the working time recorded to the supervisor level. There will be people who's barcode transactions will be in error (no scan/double scan, etc). The barcode can be a sticker that goes onto their employee ID or a simple little keychain card.

    1. Requesting and taking time off - employee level
    2. Approving and recording time off - divisional administrative duty
    3. Apply time transactions to individual leave balances and work quotas. - Should be your job.
     
  8. aliyun.com

    aliyun.com

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    Hello, I would like to have a cooperation with you about a job, if you are interested in this, please send me an email: [email protected]. Thank you!
     
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